Now you have a base template to work with, it's easy to edit and tweak the tasks and volunteers required to suit your needs.
Depending on how much you need to set up or edit, this could take you anywhere from 10 minutes to an hour, but it's well worth the effort for the results we see for PTAs across the globe! Also next year, it's a cinch to simply copy the whole event ready for another year!
When you set up your volunteer requests, we'd encourage you to look at it from the point of view of a brand new parent to the school.
Add enough details so they know exactly what to do, where to be, what to bring etc, and make it small enough a task for anyone to pitch in. E.g. 30 minutes is ideal, especially if there is minimal training or handover required. In our example, we made BBQ slots an hour because after 30 mins they are probably just getting into the swing of things and no longer burning the burgers! :D
Quickly edit the template and get set for your volunteers
Watch the gifs below showing you how you can be ready to rock'n'roll in as little as 10 minutes:
Delete tasks you don't need [30 secs]
Tasks are a useful place to ask for general help and donations. Use Activities later for specific stalls/booths and timeslots.
Change the number of helpers you need for the task [30 secs]
Click on a task to edit it. Click outside the box or press enter to save your change. Do this first before copying any similar tasks or you'll have to edit the number of helpers in each one later.
Quickly copy and rename tasks as needed in Edit mode [30 secs+]
Click to save before pressing Done
Add useful descriptions to each task [1 min+]
Click anywhere outside the box to save it. Use the 'Next button to quickly navigate to the next Task.
Adjust your volunteer timeslots in the Activities section [2 mins+]
You can use the edit mode in the same way as above to copy who activities, so it's a good idea to adjust your timeslots and tasks on one activity first so you are happy with it, then copy and rename the whole thing quickly.
For example in your template we have set up a Hook-a-duck activity with 30 minute timeslots. We've assumed that set up starts at 10.30. But if your fair starts at 1pm, just delete the timeslots you don't want and rename the 1.00 slot to indicate that's when people need to be setting up. Like this:
Finally we have assumed a location of this activity is in 'Room C', so you can edit the activity details to change the location and short description displayed on the event page, which currently says 'Volunteers from Class 3'. This is handy if you tend to have a specific class responsible for running each stall/booth. You can change this to anything you want, e.g. "A fun game to test your motor skills!" or just leave it blank.
So click the Edit button to change this now: [30 secs]
Now your Hook-a-duck activity is ready!
You can now copy the whole activity to keep the timeslots and helper numbers and change the description, location and activity manager. If your timeslots or helper needs vary, just make sure you edit them before copying to multiple activities to save time.
Next we'll show you how to publish your event to start rapidly building your volunteer base!